How to Write Performance-Based Evaluations

by Ruth Mayhew, Demand Media

Give employee job performance evaluations at least once a year.

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When you're not sure what to discuss during an employee's annual performance-based evaluation meeting, use your written evaluation of the employee's performance for talking points. In fact, all evaluation meetings should be based, in part, on a formal evaluation. The written performance evaluation is an important part of the employee's personnel file because it justifies future employment actions, such as promotion, retention or termination. A copy also should be provided to the employee for her personal records and to help her sustain strong job performance.

Step 1

Obtain your company's forms for employee evaluations in addition to any policies on writing performance evaluations or conducting evaluation meetings with employees who report to you. If your company doesn't have a formal performance evaluation process or forms or policies for writing performance evaluations, create a form that contains pertinent information such as the employee's name, title or position, department and the evaluation period.

Step 2

Review the employee's personnel file, focusing on performance records for the evaluation period. Examples of performance records include productivity reports or writing samples for employees with responsibilities that include compiling data for written or visual reports. Performance records might also include interim performance reports, commendations from customers or other employees, and self-assessments that the employee may have completed.

Copy the employee's job description and create performance standards for each duty or responsibility. Performance standards determine what the employee has to do to meet or exceed the employer's performance expectations. For example, if the employee you're evaluating is an executive assistant whose tasks include making travel arrangements for several chief executives and attending board meetings, performance standards might include maintaining accurate travel records, handling logistics for flights, lodging and board meetings without error, and documenting meeting minutes. If the assistant consistently performs these duties without a hitch and is praised for his performance, his work records should document the efficiency with which he performs his job tasks. A performance-based evaluation concerning this part of the executive assistant's duties is largely based on accurate travel itineraries, cost containment measurements to ensure the assistant takes advantage of economical flights and lodging and production of perfect minutes summarizing the company's board meetings.

Step 4

Define areas for evaluating the employee's performance. Using the same example, functional expertise areas would include administrative duties, proficiency with technology, and interaction with executives, colleagues and employees in other departments upon which the assistant depends for support. Address specific areas with a one- to two-paragraph narrative about the employee's performance along with a numeric rating. Assigning a numeric rating to the employee's performance facilitates better determination of whether to reward the employee with a wage or salary increase.

Step 5

Create a well-rounded evaluation by assessing the employee's core competencies. Communication, conflict resolution skills, time management and organizational skills are necessary for employees to perform their job duties. However, because this is a performance-based evaluation, keep the primary focus on actual job performance. Summarize the evaluation with one to two paragraphs on where the employee excels and areas where she could improve. In addition, suggest performance goals for the next evaluation period.

Warning

Use consistent performance-based criteria for assessing the work of all your employees to avoid being accused of unfair employment practices. For example, if you use performance and attendance records for evaluating employees over a 12-month evaluation period, conduct the same type of evaluation for all your employees and schedule performance evaluation meetings in a timely manner. Performance-based evaluations often are subjective; however, creating a framework for writing evaluations based on the same criteria for all your employees lends objectivity to the process.

About the Author

Ruth Mayhew began writing in 1985. Her work appears in "The Multi-Generational Workforce in the Health Care Industry" and "Human Resources Managers Appraisal Schemes." Mayhew earned senior professional human resources certification from the Human Resources Certification Institute and holds a Master of Arts in sociology from the University of Missouri-Kansas City.

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